GRANTS AND CONTRACTS ADMINISTRATOR
Duke University
GRANTS AND CONTRACTS ADMINISTRATOR
Durham, NC, US, 27710
School of Medicine
Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.
Job Summary
This position will be 100% remote. Candidates must reside in one of the following states only: NC, CA, FL, NY, GA, MD, SC, TN, TX, VA, Washington DC, PA, NJ, MA, IL, MT, HI, CO, AZ, CT, IN, MI, ME, NH, OH, WA
Pre-award activities include assisting departmental faculty in the development, preparation, and submission of grant proposals and clinical study financial and contract start-up. The GCA is responsible for ensuring all proposals meet agency and university guidelines and deadlines, and are entered and routed for institutional review in a timely manner. Post-award activities include detailed reconciliation of project financials, preparing complex financial reporting for investigators and business managers to assess whether a project is on target or if adjustments are needed, processing rebudgets, renegotiating industry funding, and project closeout. This position will focus primarily on post-award management.
Duties and Responsibilities
- Manage assigned projects and financial project portfolios.
- Prepare, coordinate and review certain administrative proposal elements (biosketches, facilities & resources, etc.) for consistency, accuracy, and completeness.
- Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of the appropriate overhead rate for the project.
- Review sponsored projects through internal routing system for institutional/school level review and approval.
- Manage budget, reporting and compliance timelines through the lifecycle of the project.
- Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution. Advise PI on budget adjustments and revisions necessary to meet the sponsor requirements.
- Establish sub-recipient financial and reporting requirements; coordinate issuance of sub- agreements with institutional/school offices.
- Review, evaluate, and reconcile costs related to study participant enrollment
- Reconcile monthly budget reports and inform PI of corrections/adjustments that have been made. Identify the need for cost transfers from budget reconciliation; submit cost transfers. Prepare and submit requests for re- budgeting/modifying the funded project budget.
- Reconcile and close all sub-recipient budgets and obtain all sponsor-required reports.
- Apply federal and university rules to management of effort allocation appropriately for individuals with salary support from federal awards.
- Ensure proper recording of revenue associated with all studies; apply revenue management standards; manage any overdrafts in line with unit procedures and institution guidance.
- Monitor compliance with agency and institutional/school regulations regarding reporting.
- Closeout all funded projects consistent with university process and timelines.
- Perform other duties as assigned to ensure efficient and effective research support in the Department of Medicine.
Minimum Education/Training Job Requirements
- Bachelor’s degree or 3 years of relevant experience
- Working knowledge of OMB Circulars and other pertinent external regulations
- Knowledge of grant funding policies and procedures and applicable local, State, Federal and institutional regulations
- Knowledge of Duke financial management systems with experience in research administration is preferred
- Successful completion of the Research Administration Academy (RAA) is expected. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months of start date. The expectation is that the staff member will maintain the requirements for their level. Failing to meet these requirements will be addressed through the performance review process.
Job Skill Requirements
- Ability to develop, interpret, and analyze complex policies and procedures
- Ability to monitor and maintain compliance with Duke, Federal and sponsor regulations.
- Ability to utilize questioning, analysis, synthesis, interpretation, inference, inductive and deductive reasoning, intuition, application and creativity.
- Ability to remain flexible to meet constantly changing and sometimes competing priorities
- Ability to communicate effectively and attention to detail is imperative in this role
Minimum Qualifications
Education
Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program. Research or grants education and/or certification is preferred. Successful completion of the Research Administration Academy (RAA) Onboarding Training and registration in a learning track within the first90 days is required. The expectation is that the staff member will maintain the requirements for their level. Failing to meet these requirements will be addressed through the performance review process. Upon successful completion of expected training,the employee must maintain certification(s) by completing continuing education requirements.
Experience
No experience required for candidates who possess a Bachelor's or position. Master's degree in a field of study directly related to the specific
Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
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